Privacy Policy

1. About This Privacy Policy

This Privacy Policy explains how B2B Orderly Limited collects, holds, uses, discloses and protects personal information when people use the B2B Orderly website, applications and software platform.

B2B Orderly Limited is a New Zealand registered company.

NZBN: 9429053872418

Website: https://b2borderly.com
Email: hello@b2borderly.com

We handle personal information in accordance with applicable privacy law, including the New Zealand Privacy Act 2020.

2. How B2B Orderly Works With Personal Information

B2B Orderly is primarily a business-to-business software platform.

Our Customers are generally suppliers that use B2B Orderly to provide ordering services to their own business customers.

Those organisations may create accounts or records for:

• Administrators
• Customer users
• Employees
• Approvers
• Other authorised users

In many circumstances, personal information about these individuals is provided to B2B Orderly by the organisation they work for rather than directly by the individual.

Where B2B Orderly holds or processes this information on behalf of a Customer solely to provide the Services, we process it for the Customer's purposes and do not use it for unrelated purposes.

3. Information We May Collect

Depending on how B2B Orderly is used, we may process the following information.

Account and Contact Information

This may include:

• Name
• Business email address
• Phone number
• Organisation
• Job role
• User role
• Login/account information

Business and Customer Information

This may include:

• Company name
• Customer code
• Business contact details
• Delivery locations
• Business addresses
• Supplier/customer relationships
• User permissions

Employee Information

Business customers may provide information relating to employees or authorised users, including:

• Name
• Email address
• Phone number
• Role or organisational information
• Allocation information
• Budget or allowance information
• Entitlements
• Approval information
• Ordering history

Product and Order Information

This may include:

• Products ordered
• Quantities
• Variants
• Pricing
• Order status
• Purchase order information
• Delivery information
• Shipping and tracking information
• Approval activity

Payment and Transaction Information

Where payment functionality is used, we may process:

• Transaction references
• Payment status
• Payment method information
• Invoice or statement information

Payment card information may be processed through configured payment providers rather than being stored directly by B2B Orderly where applicable.

Support and Communication Information

This may include:

• Emails
• Support enquiries
• Support tickets
• Attachments
• Feedback
• Communications with our team

Technical Information

When people use B2B Orderly, we may automatically process technical information such as:

• IP address
• Browser type
• Device type
• Operating system
• Login activity
• Application activity
• Error logs
• Security logs
• Audit records

4. How We Collect Information

We may collect personal information:

Directly from individuals

For example when someone:

• Creates or activates an account
• Signs into B2B Orderly
• Contacts support
• Books a demonstration
• Communicates with us

From Customers and authorised administrators

A supplier or business customer may create accounts, employee records or ordering information relating to other people.

Through use of the platform

Certain information is generated when users interact with B2B Orderly.

From integrations

Where a Customer configures an integration, information may be exchanged with the connected business system as required to provide the integration.

5. Information Provided About Employees and Other Users

A business Customer may provide personal information about employees or users so that B2B Orderly can provide employee allocation, approval and ordering functionality.

Customers are responsible for ensuring that:

• They have authority to provide this information
• The information is collected and used lawfully
• Their employees or users receive appropriate privacy information where required
• Information submitted to B2B Orderly is relevant to the purpose for which the platform is being used

B2B Orderly processes this information to provide the Services on behalf of the relevant Customer.

Individuals can contact B2B Orderly or their organisation if they have questions about information held about them.

6. How We Use Personal Information

We may use personal information to:

• Provide the B2B Orderly platform
• Authenticate users
• Manage accounts
• Provide customer portals
• Manage employee allocations and allowances
• Process approvals
• Process and manage orders
• Display ordering and allocation information to authorised users
• Provide order and delivery visibility
• Provide customer support
• Send operational notifications
• Maintain integrations
• Produce invoices and statements
• Monitor system performance
• Detect and investigate security issues
• Maintain audit records
• Improve platform reliability and usability
• Meet legal obligations
• Protect B2B Orderly, our Customers and users

We do not sell personal information to advertisers.

7. Access Controls

B2B Orderly uses role-based access controls so that users can access information according to their organisation and assigned permissions.

Suppliers and business customers are responsible for managing the users and permissions within their own accounts.

Administrative access by B2B Orderly personnel is restricted to personnel who reasonably require access for activities such as:

• Support
• Maintenance
• Security
• Troubleshooting
• Service administration

8. Hosting and International Processing

B2B Orderly uses Amazon Web Services (AWS) for primary cloud infrastructure.

Primary application infrastructure is currently hosted in:

Sydney, Australia
AWS region: ap-southeast-2

Some service providers used to operate B2B Orderly may process information in other countries.

Where personal information is transferred or disclosed outside New Zealand, B2B Orderly takes reasonable steps appropriate to the circumstances to ensure the information is protected in accordance with applicable privacy requirements.

9. Service Providers

B2B Orderly may use third-party providers to support operation of the Services.

These may include providers for:

• Cloud infrastructure
• Email delivery
• Monitoring and logging
• Analytics
• Payment processing
• Authentication
• Support services
• Integrations
• Communication services

These providers may receive only the information reasonably required to perform their services.

Where providers process personal information on our behalf, we expect them to maintain appropriate confidentiality and security protections.

10. Information Sharing

B2B Orderly may disclose information:

To authorised users

Information may be made available to supplier users, customer administrators, employees, approvers or other users according to configured access permissions.

To service providers

Where required to operate or support the Services.

Through integrations

Where a Customer has authorised an integration with another system.

For legal purposes

Where disclosure is reasonably necessary to:

• Comply with law
• Respond to a lawful request
• Protect legal rights
• Investigate fraud or security incidents
• Protect users or the Services

Business changes

If B2B Orderly Limited is involved in a merger, acquisition, financing, restructuring or sale of business assets, relevant information may be transferred as part of that transaction subject to appropriate confidentiality and privacy safeguards.

11. Security

B2B Orderly uses reasonable technical and organisational safeguards designed to protect information against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Unauthorised disclosure

Measures may include:

• HTTPS/TLS encrypted communications
• Authentication
• Role-based access controls
• Restricted administrative access
• Cloud security controls
• Monitoring
• Logging
• Audit trails
• Backup and recovery processes where applicable

No online platform can guarantee absolute security.

Customers also have an important role in protecting their information by maintaining secure passwords, controlling authorised users and protecting their devices.

12. Privacy Breaches

B2B Orderly maintains processes for investigating suspected privacy and security incidents.

Where a privacy breach meets the applicable legal notification threshold, B2B Orderly will take steps required by applicable law, which may include notifying affected Customers, individuals or the New Zealand Office of the Privacy Commissioner as appropriate.

Where B2B Orderly processes information on behalf of a Customer, we will work with that Customer as reasonably required in relation to a relevant privacy incident.

13. Data Retention

B2B Orderly retains information only for as long as reasonably necessary for purposes including:

• Providing the Services
• Maintaining account and order records
• Customer support
• Security
• Financial and accounting obligations
• Resolving disputes
• Meeting legal requirements

Retention periods may differ depending on the type of information and the Customer's relationship with B2B Orderly.

Information may be deleted, anonymised or securely disposed of when it is no longer reasonably required.

14. Access to Personal Information

Individuals may request access to personal information B2B Orderly holds about them, subject to applicable law.

Where the information is held by B2B Orderly solely on behalf of one of our Customers, we may refer the request to or work with the relevant Customer so the request can be handled appropriately.

Requests can be sent to: hello@b2borderly.com

15. Correction of Personal Information

Individuals may request correction of personal information that they believe is inaccurate or incomplete.

Requests can be made through the relevant organisation or by contacting: hello@b2borderly.com

We may need to verify identity before responding to an access or correction request.

16. Privacy Officer

B2B Orderly Limited has responsibility for managing privacy matters under applicable New Zealand privacy law.

Privacy questions, complaints, access requests or correction requests can be addressed to our Privacy Officer at:

hello@b2borderly.com
Subject: Privacy Request

17. Cookies and Similar Technologies

The B2B Orderly website and platform may use cookies or similar technologies for purposes such as:

• Authentication
• Session management
• Security
• Remembering user preferences
• Website performance
• Analytics

Users may be able to control some cookies through their browser settings.

Disabling essential cookies may prevent parts of the platform from functioning correctly.

18. Marketing Communications

B2B Orderly may send business marketing communications where appropriate and permitted by law.

Recipients may unsubscribe from marketing communications using the unsubscribe option provided or by contacting us.

Operational communications relating to an active account or Service may still be sent where necessary.

19. AI and Automated Functionality

B2B Orderly may introduce or use automated functionality where appropriate to improve platform functionality or operational processes.

Personal information will not be used for unrelated AI model training without an appropriate basis and appropriate notice.

Where material AI functionality affecting Customer Data is introduced, relevant information about its use will be provided where appropriate.

20. Children's Information

B2B Orderly is a business software platform and is not intended for use by children as a consumer service.

Customers are responsible for ensuring users they create are appropriately authorised to use the platform.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The current version will be published on: https://b2borderly.com/privacy-policy

The "Last updated" date will show when material changes were last made.

22. Contact Us

For privacy questions, complaints, access requests or correction requests, contact:

B2B Orderly Limited
NZBN: 9429053872418
Email: hello@b2borderly.com
Website: https://b2borderly.com

Individuals may also contact the New Zealand Office of the Privacy Commissioner if they believe a privacy issue has not been resolved appropriately.